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May 11, 2016 issue of the DPSAC NEWS  
In This Issue
Spotlight on...Transportation Visitors
Students Begin Arriving for NIH's 2016 Summer Internship Program
NIH Appeals to its Employees to Participate in the 2016 Federal Employee Viewpoint Survey
Coming Soon - Building 31 Badge Issuance Office to Relocate from B1A26 to 1B03
Summer Student Frequently Asked Questions
Helpful Tips
ID Badge Rollout Scorecard
NED Training Schedule

Contact Us

 

Division of Personnel Security and Access Control (DPSAC),  

Office of Research Services  

 

Personnel Security 

Helpdesk: 301-402-9755

E-mail: orspersonnelsecurity@ 

mail.nih.gov

 

Access Control

Helpdesk: 301-451-4766

E-mail: facilityaccesscontrol@ 

mail.nih.gov

 

       

        HHS logo small Logo Mark NIH Logo Mark    

 
This is the fifteenth in a series of articles spotlighting position classifications that the NIH uses to determine the type of badge it can issue. Based on the individual's classification, s/he will be eligible for either an HHS ID Badge (also known as a Personal Identity Verification or PIV Card), a Restricted Local Access (RLA) Badge or an NIH Legacy ID Badge.
 
Determining an individual's correct classification is an important first step in the badge issuance process since it helps ensure that each person requiring access to NIH facilities and resources is vetted appropriately and qualifies for one of the three badge types.*

Classification: Transportation Visitor

Who is a Transportation Visitor? 
(As this classification appears on the 'Badging Authority By Classification Table' posted at: http://www.ors.od.nih.gov/ser/dpsac/badge/Pages/applying.aspx)

A Transportation Visitor is an individual who transports (drops off / picks up) either (1) a child enrolled at an NIH child care center, or (2) a spouse, parent or adult child who works at NIH, but cannot drive himself or herself.

Who is not a Transportation Visitor?  
Not everyone who regularly drives a spouse (or parent or adult child who works at NIH who cannot drive him/herself) to work will qualify for a Transportation Visitor NIH Legacy badge. Individuals applying for such a badge must be able to provide a compelling reason why his or her passenger cannot be dropped off at the 'Kiss & Ride' entrance to the NIH campus.

 
Figure 1
Type of badge issued to Transportation Visitors
Transportation Visitors are issued an NIH Legacy Badge for identification purposes and for physical access to the NIH campus (Figure 1).



Are Transportation Visitors entered into NED?
No. Transportation Visitor applicants must complete an Extended Visitor application that is reviewed and sponsored by his or her Institute's or Center's (IC) PIV approved Administrative Officer (AO) (see 'Who processes the badge requests for Transportation Visitors).
 
Who processes the badge requests for Transportation Visitors?
The Transportation Visitor badge applicant must first complete the Extended Visitor application (Form DPEVF-100) which is posted in PDF format at http://security.nih.gov/Documents/ Extended%20Visitor% 20Form.pdf and bring the completed form to his or her IC's Sponsoring AO.

The application includes the individual's Full Name, complete Home Address, Social Security Number, Date of Birth, Citizenship, Gender and Signature. The application must also include a high-level justification statement to support the request that falls into the Transportation Visitor category.
 
The AO Sponsor must review and sign off on the application. The applicant will then be directed to take the application to the duty officer at the Badging Desk at the Gateway Center (Building 66) or the NIH Police Guard Force Operations Branch (31/B4BE09). There, the applicant will present the completed application to the badging officer.

Once the appropriate background check is completed, the NIH Police will e-mail the applicant and the Sponsoring AO with the results and instructions to visit the Gateway Center Badging Desk to be photographed and issued an NIH Legacy Badge.
  
What background check is required for Transportation Visitors?
Transportation Visitors are required to submit fingerprints for a Special Agency Check (SAC). The NIH Police administer the fingerprint check and forward the applicant's fingerprints electronically to the Office of Personnel Management (OPM) for processing. The sponsoring IC must pay for the individual's fingerprint check.
 
How long is the badge good for?
NIH Legacy Badges issued to Transportation Visitors have a lifecycle of up to one year. At the end of the badge's lifecycle, the badge holder will be required to renew his or her NIH Legacy Badge.            
 
What else should you know about Transportation Visitors?
Transportation Visitors who do not visit the NIH Police for fingerprinting within 60 days of the badge request must complete a new application form.  
 
Disposition of a Transportation Visitor ID Badge
When Transportation Visitors end their affiliation with the NIH, they must turn in their ID badge to their AO/Sponsor. The AO/Sponsor must return the badge to DPSAC in Building 31, Room 1B03 or the local ID Badge issuance office.

Should you have questions about a classification, please call the DPSAC Helpdesk at 301-402-9755 or e-mail them at: orspersonnelsecurity@mail.nih.gov

*The 'NIH Badging Authority by Classification Table' containing brief descriptions of all position classifications can be viewed on the DPSAC website at: http://www.ors.od.nih.gov/ser/dpsac/badge/Pages/applying.aspx 
 
Students Begin Arriving for NIH's 2016 Summer Internship Program

This article, which first appeared in the April 27, 2015 DPSAC News, includes new information regarding badging hours and locations and the availability of handouts created expressly for incoming students.

New NIH policy requires the IC Program Office or AO to attest to Parental Consent Forms prior to entering a minor into NED
  
From now through early June, approximately 1200 men and women will arrive at NIH to begin their Summer internships under the NIH 2016 Summer Student program.

This competitive program gives selected students the opportunity to work side by side with some of the most talented researchers, administrative staff and health professionals in an environment devoted exclusively to biomedical research.

This is the second year that incoming Summer Students will be issued NIH Restricted Local Access (RLA) ID Badges for physical and logical access.

The RLA Badge requires the normal two appointments. During the first appointment (15 minutes), the student will be identity proofed, fingerprinted and photographed. At the second appointment (15 minutes), the student will be issued his or her RLA Badge.

Issuance is subject to DPSAC's successful review of the fingerprint results. 

Any issues identified through the fingerprint check (i.e., issues that might impact the suitability of the Summer student to do the proposed work at NIH), must be reviewed by the Personnel Security Office in DPSAC prior to issuance of an RLA Badge.

Helpful tip: DPSAC is encouraging ICs to advise their incoming students to make their enrollment and badging appointments as soon as they are able to do so to avoid any delay in the ID badging process.
Get fingerprinted early  
Processing badges for approximately 1200 individuals over a six- to eight-week period can place a significant burden on the limited DPSAC staff who enroll and issue badges to these individuals. To lighten the load and help the arriving students avoid badging delays, DPSAC encourages ICs to have their Summer Students come to NIH for fingerprinting before the first day of work.

Summer Students who are fingerprinted by DPSAC at least one week before their first day and receive a favorable result may be issued a badge on their first day at NIH.

DPSAC maintains enrollment and badging services on the NIH campus in Building 31 (from 8:00 a.m. to 5:00 p.m.) and in the South Lobby of the Clinical Center (from 7:30 a.m. to 4:30 p.m.), Monday through Friday. Click here to view a map of the Clinical Center main level, including the South lobby.

DPSAC has prepared a useful pocket guide to distribute to new arrivals during their enrollment appointment to help them navigate the badging process following enrollment. Important contact information is also provided in case questions arise.
How to submit personal information 
Summer Students will have the option to provide their personal information via a secure online NED portal or by completing Form HHS 745, Part A, (Appendix 1) and returning it to their AO/AT. If they elect to complete an HHS 745, the AO/AT should then use the completed form to create and/or update the student's NED record. 
Minors
Summer Students under the age of 18 must also provide parental/legal guardian consent to undergo the necessary security requirements. Parental/legal guardian consent is not available using the secure NED portal.

These students must complete a paper copy of the HHS 745. A pdf version of the form can be found on the DPSAC website at: http://www.ors.od.nih.gov/ser/dpsac/Documents/BadgeRequest FormStudent.pdf.
 
Important new policy regarding parental consent forms: Beginning in 2016, Program Offices will be responsible for obtaining the required parental consent form prior to having an AO sponsor a minor (anyone under the age of 18) in NED for an RLA badge.
 
Once the parental consent form has be authenticated (prior to entering the minor in NED), NED sponsorship shall serve as confirmation that the parental consent form has been authenticated.
 
Summer Students at remote locations
Summer Students who will be reporting to remote locations [Rocky Mountain Laboratories (RML), National Institute of Environmental Health Sciences-Research Triangle Park (NIEHS-RTP), etc.] will receive fingerprint checks administered by appropriate local security staff.        

Summer Students working at these locations should contact their local security office for information on where to obtain an RLA Badge and/or schedule an appointment.
 
DPSAC will review the results of the fingerprint check and notify the students when they have been authorized for an RLA Badge.
   
Foreign Summer Students
Foreign Summer Students will be processed through the Division of International Services (DIS). However, they too will undergo a fingerprint check. For more information, please see: http://dis.ors.od.nih.gov.
 
A full description of badging procedures and policies for NIH Summer Students is posted on the DPSAC website at: http://www.ors.od.nih.gov/ser/dpsac/badge/Pages/students.aspx

The RLA badge lifecycle
An RLA Badge will be valid for the duration of the Summer Student's appointment, but will expire no later than September 30 of the year it is issued. Badges should be collected and returned to DPSAC or the appropriate badge issuance office when the Summer student leaves.     

Disposition of a Summer Student's ID badge
When Summer Students end their employment/affiliation with the NIH, they must turn in their badge to their AO/Sponsor. The AO/Sponsor must return the badge to DPSAC in Building 31, Room 1B03 or the local badge issuance office. 

Learn more about NIH Summer Student badging policies
To learn more about Summer Student badging policies and procedures at NIH, including the badging of Summer Students at remote locations and the processing of foreign Summer Students, click on: http://www.ors.od.nih.go/ser/dpsac/badge/Pages/students.aspx.

Also, DPSAC News spotlighted Summer Students in its March 16, 2016 issue.

Note: The 'NIH Badging Authority by Classification Table' containing brief descriptions of all position classifications can be viewed on the DPSAC website at: http://www.ors.od.nih.gov/ser/dpsac/badge/Pages/applying.aspx.
NIH Appeals to its Employees to Participate in the 2016 Federal Employee Viewpoint Survey (FEVS)

Survey will stay open from May 2 through June 24

The U.S. Office of Personnel Management (OPM) launched the 2016 Federal Employee Viewpoint Survey (FEVS) on May 2, 2016, and will continue to make the survey available through the week of June 13.

The FEVS is an annual survey that measures federal employees' perceptions about their work experiences, organizations and leaders. It is one of the fundamental ways the NIH community learns how to improve as both a place to work and as an agency that sets standards of excellence in medical research. 

According to the NIH Office of Human Resources (OHR), the survey takes 20-25 minutes to complete, and responses are absolutely confidential.

OPM will send all eligible NIH employees (full- and part-time permanent, non-seasonal employees on-board as of October 2015) their unique e-mail invitation to complete this online, confidential survey. Look for "2016 Federal Employee Viewpoint Survey" in the 'Subject' line of the e-mail.

OHR wants all NIH employees to know that their participation is greatly valued and important and that the feedback coming out of the survey will help NIH make positive changes that translate into a better workplace and result in positive changes within NIH.

Coming Soon - Building 31 Badge Issuance Office to Relocate from B1A26 to 1B03
 
DPSAC will soon be moving its Badge Issuance/Access Control services out of its Building 31, Room B1A26 offices into new space that will be part of a suite of offices that currently house Enrollment and Customer Services in 31/1B03.

The change in locations will also bring a change in operating hours for Badge Issuance. Once the relocation is complete, DPSAC will make ALL badging services, including Badge Issuance, available between 8:00 a.m. and 5:00 p.m., Monday through Friday at 1B03.
Note: DPSAC will continue to offer Enrollment and Badging services in the South Lobby of the Clinical Center from 7:30 a.m. to 4:30 p.m. on weekdays. 

DPSAC expects to open the new Badge Issuance location toward the end of May, subject to the arrival and installation of furniture and equipment. Watch this newsletter for updates on the move.

Once the new Badge Issuance office opens for business, DPSAC will post all changes on its website, www.idbadge.nih.gov, under both the 'Quick Links' and  'Getting a Badge' sections found on the site's main page.

The term 'new space' is not an exaggeration, since the soon-to-open Badge Issuance office includes approximately 675 sq feet of floor space that was literally created by covering the long-defunct Building 31 escalator that ran from the B2 level of the B wing to the first floor.
 
Streamlining the Badging Experience
The goal of the move is to simplify the badging experience for DPSAC customers by making all badging services - Identity Proofing, Enrollment, Badge Issuance, and Customer Services -- available in a single, contiguous area. Applicants who have completed the Enrollment process will now be able to walk just a few feet to pick up their badge.

Frequently Asked Questions


Q.  Are Summer Students entered into NED?

A.  Yes. Administrative Officers/Administrative Technicians (AOs/ATs) will notice when registering an individual in NED that Summer Student is not a stand-alone Classification listed in the NED drop down menu. Rather, Summer Student is an attribute of certain position classifications.

Selecting certain classifications will prompt the NED portal user to indicate whether the individual is a Summer Student (Yes or No). Other classifications do not offer this prompt. Classifications that offer the Summer Student prompt include: "NIH FTE - including GS, SES, Title 42, etc.", "Fellow", "Special Volunteer" and Guest Researcher. Examples of classifications that do not offer the Summer Student option include: "NIH FTE - Commissioned Corps (CC)" and "Contractor."

When the NED Portal user selects a classification and affirms that the individual is a Summer Student on the NED registration screen, the classification defaults the individual to an RLA badge. AOs/ATs will enter the individual who qualifies for student designation into NED and will sponsor him/her for an RLA badge.

This badge will provide the student with physical access to the NIH Bethesda campus (and with logical access to the NIH Network and IT services, if deemed appropriate).


Q. Who processes the badge requests for Summer Students?   
 
A.  DPSAC enrolls Summer Students and issues their RLA Badge.


Q. What background investigation is required for Summer Students?

A. Summer Students entered into NED will be sent to DPSAC for fingerprinting. Upon receipt of a favorable fingerprint check, DPSAC will issue these individuals an RLA Badge. 

 
 
Helpful Tips

AOs who wish to obtain sponsor authority -- must complete the sponsor training (see: http://www.ors.od.nih.gov/ser/dpsac/Training/Pages/administrators.aspx) and e-mail a copy of your signed certificate to the NIH HSPD-12 Program Office at hspd12@od.nih.gov. Upon receipt of the certificate, the Program Office will authorize the AO as a sponsor.

ICs that want to add Lifecycle Work Station (LWS) operators to the approved roster -- send a written request to Richie Taffet at: taffetr@mail.nih.gov. Your request should include:
  
*    the new operator's name
*    his/her IC
*    his/her NED number
*    the operator's e-mail address, building/room and phone number

Once Mr. Taffet has approved the request, he will forward the name(s) to HHSIdentityAdmins@deloitte.com to complete the approval process, add the name(s) to the LWS operator roster, and inform the IC that the individual is now approved to operate the LWS.

Need to make changes to the LWS operator directories? -- drop an e-mail to Lanny Newman, newmanl@mail.nih.gov, and let him know what needs changing (e.g., adding new operators or LWS locations, removing operators, etc.). Remember, before a new operator can be added to the LWS directory, s/he must first be approved by Richie Taffet (see preceding Helpful Tip).

If an LWS is not available in your IC or your immediate area, and you work in the greater Bethesda or Rockville area -- please call 301-402-9755 to schedule an appointment with the Division of Personnel Security and Access Control located in Building 31, Room B1A26 or in Building 10, South Lobby, Room 1C52.

If you work outside the Bethesda/Rockville area, contact your local badge issuance office. You can find contact information for all badge issuance offices at: http://www.ors.od.nih.gov/ser/dpsac/Pages/contactinfo.aspx.  

Know someone who should be reading DPSAC News? -- have the person contact Lanny Newman, newmanl@mail.nih.gov, and ask to be put on the mailing list.   





NIH badging statistics from HHS as of May 6, 2016  

Sponsored: 37,423   Enrolled: 36,397    Issued: 35,282*
 
*This figure represents 94.0% of individuals who have been sponsored.
 
Note: the Department reports weekly on the number of individuals who have been sponsored, enrolled and issued new HHS ID Badges for each OPDIV.
DPSAC News reports the latest Departmental figures for NIH in the first issue published for that month. 
   
NED Training Schedule: a Class a Month for the Balance of FY '16 

New and relatively inexperienced NED Portal users with an Administrative Officer (AO) or Administrative Technician (AT) role are invited to take advantage of one of the hands-on NED training classes being offered (once a month) through the end of fiscal year 2016.

Each class will provide an overview of the NED Portal and the NIH business functions it supports from the perspective of a NED Portal user with the AO or AT role.

Upon completing the course, students will have a solid working knowledge of the NED Portal and be able to perform the following tasks: Register/Activate, Update, Modify, Transfer, Badge Renewal and Deactivate.

The course will also familiarize students with other aspects of the NED Portal so they can set their primary SAC coverage using Preferences, determine the status of a person's ID badge and/or network account request, look up and view information in a person's NED record and utilize NED reporting capabilities.

To register for one of the classes listed below, go to: http://training.cit.nih.gov/class_details.aspx?cId=NIHCIT-GN142


   
A biweekly e-newsletter from the Office of Research Services, Division of Personnel Security and Access Control (ORS/DPSAC) to keep you informed as NIH rolls out "Homeland Security Presidential Directive 12" (HSPD-12) establishing a common identification standard to better safeguard NIH and its workforce.